Make a School Directory for Your Preschool

published | 9/6/2011

Preschool Software

What’s one of the first thing parents ask now that school has started? Well, how about “Who is in my child’s class?”

You’ll look very organized and professional when you can hand them (or email them) a nice looking school directory or class roster. You know the drill, the type of report showing the children, parents and basic contact information like email, phone number and maybe a good old fashioned street address. What a great way to help parents coordinate their own play dates and get in touch with other families.

In this article we’ll show you a couple of great ways to make a school directory or class email and phone list using Procare Software®.

Print a Standard School Directory

Procare includes hundreds of pre-built reports including everything from roll call and sign in sheets to financial reports. Among those there are several varieties of school directories from which to choose.

From the main screen of Family Data & Accounting:

  1. Go to Reports > Standard Reports > Family Data > Filtered Reports. You’ll find several different “School Directory” reports. Just choose the one you like such as Child: School Directory II.
  2. Set the Group By option to say Primary Classroom in order to get each class on a separate page.
  3. You’ll also want to use the Filter button to include only children who are currently enrolled (those whose Enrollment Status is set to “Enrolled” As of Today).
  4. Also the Report Header is a good place to indicate the school year.
Procare Software: School Directories Example

Create Your Own Class Email or Phone List

Another option is to use the built-in Data Viewer to create your own view or list of information that can be easily printed “as is” or exported to as a spreadsheet for use in another program like Excel. This is a perfect for getting basics lists of information like name, email and phone numbers. You can even group the information by classroom.

From the main screen of Family Data & Accounting:

  1. Go to Reports > Data Viewer > Child Relationships then click Create.
  2. Use the Choose Fields button to include what you’d like such as first and last names, classroom, email, phone, etc. It’s good to choose Relationship Type so later you can include just parents and children.
  3. Drag the Primary Classroom header up into the gray area just above the header row so the information is grouped by classroom.
  4. Right-click the header Relationship Type and choose Filter Editor to include mom or dad or the children (choose “Is Blank” since a child’s relationship to themselves is indeed blank).
  5. Then print the list or export it to another format like Excel, PDF, or CSV.
Procare Software: Email and Phone List Example

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